Setup
You will need the following permission in your security group:
Can create and update properties.
Can bulk-generate routine maintenance tasks.
Click here to learn about permissions and security groups.
How to create/generate routine tasks
For routine tasks to be automatically scheduled, the recurring appointments must be setup before generating tasks.
Generate I&T tasks once a month to:
Group relevant routines into a single task, as generating them at the same time ensures eligible routines are not split across separate tasks.
Keep the Tasks page manageable and easy to navigate through the work for the month.
Ensure the most up-to-date information is included on tasks, as task details are based on the data available at the time of creation.
You can generate tasks for a single property from its Routines tab, or across many properties from Routine Servicing.
A single task from a property
1. Navigate to Customer Data > Properties, View the property and go to the Routines tab.
2. Expand Tasks / month at the bottom of the grid.
3. Click a forecast (greyed) task tile for the month you want. A white tile is a task that has already been generated; click it to open that task instead.
4. In the Generate tasks window, choose the task and the levels under Pick a task to generate.
5. Choose a technician to assign the task to, or click the timeline next to a technician to allocate an appointment at the same time. Use the day tabs, map and filters (service group and name, plus branch, zone and accreditation when Branches, Zones and Accreditations are enabled in your workspace) to find the right technician. The filters are labelled Branch, Service group, Zone, Accreditation and Name, and hovering over a filter with several selections shows how many are selected. Above the technician list, a count such as 10 of 24 technicians shows how many are listed; it changes to 3 match filters once a filter is applied. Click Clear to remove the filters, or Show more to list up to 30 technicians.
6. Click Generate.
7. Use View task or View on scheduler to open the new task.
A month of tasks from one property
On the property's Routines tab, click the name of a month in the grid heading, for example Jan. The Routine Servicing page opens with the routine services already filtered to that property and that month, ready to generate.
In bulk across properties
1. Navigate to Customer Data > Routine Servicing. Or navigate to Tasks and click Generate Tasks in the Programmed Maintenance dropdown.
OR
2. The first 40 routine services are displayed based on the filters:
Status: The status of the routine - Pending, Generated, Complete.
Property Status: The status of the property the servicing is being generated for — Active, Setup, On Hold, or Inactive.
Active: Filters servicing based on the active status of the routine service and its levels on the property.
Client Active: Filters servicing based on whether the client linked to the property is active.
Output Type: Filters by the output set under Generate as on the routine.
Due After and Due Before: Filter by servicing due within a specific period; defaults to the current month.
The Generated Task column shows the status and reference of the task a routine was generated into. It is blank while the routine is Pending.
3. Click the checkbox next to Routine, then Select all [X] routines and choose Edit [X] Routines.
4. Click Generate Tasks.
After clicking Apply Changes, the workspace will analyse the selected routines, create the I&T tasks, and add the relevant routines and applicable assets for servicing to the tasks. The routines are grouped into one task if they belong to the same property, service group, or contractor, and are either on the same billing contract or not linked to any contract.
Video
